Expert advice

How to Properly Care and Maintain Your Office Furniture


Investing in quality office furniture not only enhances the aesthetics of your workspace but also contributes to the overall productivity and comfort of your employees. However, owning office furniture comes with the responsibility of proper care and maintenance to ensure its longevity and continued appeal. In this blog post, we’ll explore essential tips for keeping your office furniture in pristine condition, from regular cleaning routines to preventive measures that can save you both time and money in the long run.

  1. Regular Cleaning

Regular cleaning is a fundamental aspect of maintaining your office furniture. Dust, dirt, and spills can accumulate over time, leading to a diminished appearance and even structural damage. Here’s how to keep your furniture clean:

  • Dusting: Use a soft microfiber cloth or a duster to remove dust from surfaces. Dusting should be done at least once a week to prevent the buildup of particles that can scratch and dull the furniture’s finish.
  • Spot Cleaning: Address spills and stains immediately. Blot the affected area gently with a clean cloth to absorb the liquid. Avoid rubbing, as this can spread the stain. Use a mild detergent or appropriate cleaning solution to clean the spot, following the manufacturer’s instructions.
  • Vacuuming: For fabric-upholstered furniture, regular vacuuming with an upholstery attachment helps remove dirt and debris from the fabric’s fibers.
  1. Proper Placement

Where you place your office furniture can impact its longevity. Consider the following factors:

  • Sunlight Exposure: Prolonged exposure to direct sunlight can fade and damage furniture finishes. If possible, position furniture away from windows or use blinds and curtains to filter sunlight.
  • Temperature and Humidity: Extreme temperature fluctuations and high humidity levels can cause wood to expand, contract, and warp. Aim for a consistent indoor climate to prevent these issues.
  • Avoiding Crowded Spaces: Overcrowding can lead to scuffs, scratches, and accidental damage. Ensure there’s sufficient space around each piece of furniture to prevent collisions.
  1. Regular Maintenance

In addition to cleaning, routine maintenance tasks can significantly extend the lifespan of your office furniture:

  • Polishing: Wood furniture benefits from occasional polishing with a furniture polish recommended by the manufacturer. This helps restore luster and provides a protective layer against moisture and minor scratches.
  • Lubrication: For furniture with moving parts like chairs and drawers, periodic lubrication can keep mechanisms working smoothly.
  • Tighten Screws and Bolts: Regularly check and tighten any loose screws, bolts, or fasteners to prevent wobbling or instability.
  1. Prevention Measures

Preventing damage is always easier and more cost-effective than repairing it. Here are a few preventive measures to consider:

  • Use Protective Covers: If your office furniture is not in regular use or needs to be stored temporarily, consider using protective covers. These covers shield furniture from dust, sunlight, and accidental scratches. For instance, cover your office chairs with fabric covers or plastic protectors to prevent dust settling on the upholstery.
  • Implement a “No Food and Drink” Policy: Instituting a policy that restricts consuming food and drinks at workstations can significantly reduce the risk of spills and stains on your office furniture. Provide designated areas like break rooms or kitchenettes for such activities to keep the workspace clean and furniture in top condition.
  • Regular Inspections: Schedule routine inspections of your office furniture to identify any signs of wear and tear, loose parts, or potential issues. Addressing problems early on can prevent further damage and the need for more extensive repairs down the line.
  • Furniture Pads and Bumpers: Use furniture pads or bumpers underneath heavy objects or on the undersides of furniture legs. These accessories help distribute weight evenly and protect both the furniture and the floor from scratches and dents.
  • Invest in Ergonomic Accessories: To protect your office furniture from excessive wear caused by prolonged usage, invest in ergonomic accessories like keyboard trays, monitor stands, and laptop risers. These accessories promote better posture and reduce strain on furniture surfaces.
  • Regular Rotation: If you have moveable furniture items, such as cushions, pillows, or seating pads, consider rotating them regularly. This helps distribute wear evenly and prevents some parts from deteriorating more quickly than others.
  • Employee Education: Educate your employees about the importance of caring for office furniture. By raising awareness about proper use and maintenance, you empower your team to contribute to the longevity of the furniture and foster a sense of ownership and responsibility.
  • Professional Cleaning and Maintenance: For specialized furniture items, such as leather upholstery or intricate woodwork, consider hiring professional cleaners or maintenance services. These experts have the knowledge and tools to address specific care needs effectively.


Caring for your office furniture not only preserves its visual appeal but also contributes to a comfortable and efficient workspace. By incorporating regular cleaning, proper placement, routine maintenance, and preventive measures, you can ensure that your investment in office furniture continues to pay off for years to come. Remember that each piece of furniture might have specific care requirements, so always refer to the manufacturer’s guidelines for the best practices tailored to your furniture.


About Victoria Furnitures

Victoria Furnitures Ltd is one of the leading suppliers of high quality furniture in East Africa. We are a pioneer in the industry offering the market greater choice, innovative and ergonomic designs as well as environmentally friendly furniture.